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Meadows Croquet Club Privacy Notice

What we need

Meadows Croquet Club is a company limited by guarantee (registered number SC221570). We are affiliated to the sport’s governing body, the Scottish Croquet Association (SCA).

Meadows Croquet Club will be a "controller" of the personal information that you provide to us in this form, unless otherwise stated.

When you register as a member of Meadows Croquet Club or renew your membership (including if you are registering or renewing on behalf of a child under the age of 18), we will ask you for the following personal information:

When you register for one of our courses or competitions we will ask you for the following personal information:

Why we need your personal information – contractual purposes

We need to collect our members’ personal information so that we can manage your membership. We will use our members’ personal information to:

If you do not provide us with all of the personal information that we need to collect then this may affect our ability to offer the above membership services and benefits.

When you book a place with us for and attend a coaching course or take part in a competition, we need to collect your personal information so that we can honour your booking and enable you to participate in the course or competition.

If you do not provide us with all of the personal information that we need to collect then this may affect our ability to book your place.

Why we need your personal information – legitimate purposes

We also process the personal information of our members and those who enter our competitions in pursuit of our legitimate interests to:

We also process our members’ personal information in pursuit of our legitimate interests to:

Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please write to the Club Secretary. If we agree and comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a member.

Why we need your personal information – legal obligations

We are under a legal obligation to:

Other uses of your personal information

We may ask you if we can process your personal information for additional purposes. Where we do so, we will provide you with an additional privacy notice with information on how we will use your information for these additional purposes.

Who we share your personal information with

We may be required to share personal information with statutory or regulatory authorities and organisations to comply with statutory obligations.

Such organisations include the Health & Safety Executive, Disclosure Scotland, and Police Scotland for the purposes of safeguarding children.

We may also share personal information with our professional and legal advisors for the purposes of taking advice.

As an affiliated club of the SCA we are required to pay an affiliation fee based on the number of club members and also report on the numbers of male and female members. We will only send the SCA the statistics and not your individual details, unless they request an audit of our membership data, in which case we will share your name, contact details and gender identity with them.

We are also required to report to the SCA on qualifications, including handicaps, coaching and refereeing qualifications. We will share your name and qualifications with the SCA who will become a controller of your personal information when they receive it.

The SCA’s privacy notice explains how they use your personal information and can be accessed here.

We may also share your name and competition results with the World Croquet Federation’s ranking officers so that they can maintain the world ranking databases.

In the event that we do share personal information with external third parties, we will only share such personal information strictly required for the specific purposes and take reasonable steps to ensure that recipients shall only process the disclosed personal information in accordance with those purposes.

We publish the results of our competitions on our website, croquet results websites, and social media pages and also share them with the SCA for publication on their website. The data shared includes competitors’ names, results, handicaps and photographic and video images.

How we protect your personal information

Your personal information is stored on our electronic filing system and our servers based in the UK, and is accessed by our staff and volunteers for the purposes set out above.

How long we keep your personal information

We will only keep your personal information for as long as necessary to provide you with membership services. Unless you ask us not to, we will review and possibly delete your personal information where you have not renewed your membership with us for six years.

Your rights

You can exercise any of the following rights by writing to the Club Secretary.

Your rights in relation to your personal information are:

Any requests received by Meadows Croquet Club will be considered under applicable data protection legislation. If you remain dissatisfied, you have a right to raise a complaint with the Information Commissioner’s Office at